Travel Coordinator

Northwest Portland Area Indian Health Board•Portland, OR

6d•Onsite

About The Position

The Travel Coordinator coordinates business-related travel arrangements for NPAIHB employees and other authorized travelers, ensuring travel is efficient, cost-effective, and compliant with organizational policies and procedures. The role serves as a central resource for travel planning, reservations, approvals, documentation, and routine travel-related problem resolution. It is part of the Finance team, which supports financial operations, purchasing, travel administration, accounting, and related administrative functions. The Finance team includes approximately seven staff members, and the position reports to the Director of Finance. The position is based at NPAIHB’s Portland, Oregon offices and is expected to work on-site under applicable workplace and telework policies, including attendance at designated in-person meetings and activities. Local travel is required infrequently, and overnight travel outside the area is required approximately 10% of the time. The role is full-time, regular, non-exempt, with an initial salary range of $25.25–$29.70 per hour and benefits.

Requirements

High school diploma or equivalent.
At least two years of professional experience in business travel coordination, administrative operations, purchasing, hospitality, or a closely related field demonstrating the knowledge, skills, and abilities required for the position.
Advanced proficiency with Microsoft Word, Excel, PowerPoint, Teams, and SharePoint, as well as Adobe Acrobat.
Strong written communication skills, including preparing clear and accurate correspondence, travel instructions, itineraries, and related documentation.
Discretion, tact, knowledge, and judgment when working with federal, Tribal, and other professionals and facilitating participation and partnership in travel activities.
Excellent interpersonal skills and cultural humility, with the ability to work effectively across cultural contexts.
Ability to learn and effectively use travel booking, expense management, and accounting systems.
Ability to research and compare travel options, evaluate pricing and availability, identify cost-effective alternatives, and interpret travel-related information accurately.
Ability to work effectively with minimal supervision, exercise initiative, make independent decisions and recommendations, and complete tasks accurately and on time.
Ability to exercise discretion, tact, and judgment and communicate effectively with travelers and organizational stakeholders.
Ability to meet the stated physical and travel requirements, including occasional lifting or carrying work supplies up to 50 pounds and travel-related sitting, standing, and walking.

Nice To Haves

Associate degree in hospitality, tourism, business administration, accounting, or a closely related field.
At least one year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics.
Direct experience working with Northwest Tribes.
Advanced knowledge of business travel coordination, including airline and lodging reservations, transportation arrangements, travel pricing, and applicable industry practices.
Intermediate proficiency with accounting, purchasing, travel booking, or expense management systems, preferably Sage Intacct, Expensify, or comparable software.

Responsibilities

Coordinate business travel in accordance with organizational policies, approved budgets, funding requirements, and program and department needs.
Identify opportunities to improve travel coordination processes, resolve recurring issues, reduce unnecessary costs, and strengthen service efficiency and reliability.
Maintain working relationships with airlines, lodging providers, rental car companies, travel agencies, and other travel-related vendors.
Provide guidance and educational resources about travel policies, procedures, forms, approvals, and reimbursement processes.
Research and compare travel options and coordinate approved bookings for airfare, lodging, rental vehicles, and other transportation.
Prepare and distribute itineraries, reservation confirmations, schedules, and other travel information.
Review travel requests for accuracy, completeness, approvals, funding information, and policy compliance; follow up to resolve missing or inconsistent information.
Review travel expense reports, receipts, and supporting documentation for accuracy, completeness, and compliance.
Assist with reconciliation of travel transactions and coordinate resolution of discrepancies with travelers and Finance staff.
Enter travel transactions and reimbursement information into designated accounting and expense management systems, including Sage Intacct, as assigned; verify supporting documentation and coordinate timely processing.
Maintain organized travel records, schedules, tracking systems, approvals, reservations, receipts, and follow-up information in accordance with policies and retention procedures.
Communicate travel updates, outstanding approvals, scheduling concerns, and other issues to travelers, supervisors, Finance staff, and other stakeholders, documenting significant decisions and follow-up.
Establish and maintain traveler profiles and support appropriate administration and use of organizational credit cards, travel accounts, and approved vendor or loyalty programs.
Support lodging arrangements and hotel agreements for NPAIHB meetings and events, including obtaining quotes, comparing rates and terms, and assisting authorized staff with contract negotiations and approvals.
Perform other duties assigned by the Director of Finance, Executive Director, or designee.
Uphold NPAIHB’s mission, values, and standards of conduct; maintain confidentiality, professionalism, integrity, and respectful, inclusive working relationships.
Plan and organize workload, meet work demands, remain responsive during regular working hours, and participate in required meetings, trainings, and organizational activities.